Grants Guru Session 4

Workday@Yale

April 27, 2017

• Overview

• Key Changes• Commitment Journals

• Roles and Spend Authorization

• Moveable Equipment Inventory

• Effort Certification

• Cut-Off Dates

• Q&A

• Reference Tools and Material

Agenda

Knowledge Sessions Objectives

• Early opportunity to collectively study a specific Workday topic

• Come to a deeper understanding of the topic through interactive questioning and dialogue

• Exposure to the Workday system via demos, when possible

• Become fluent in the concepts and information covered in the session

• Concepts and information presented today may change as Yale continues to improve the configuration of Workday

Success depends on participation!

If you have a question, please ask!

Test the System

Learn their assigned areas

of the systemProvide User Support

Participate in this

Community of Practice

Serve as a Liaison

Before Go-Live

“Focus on Readiness”

After Go-Live

“Support Users”

Local Workday Gurus:community of users who can provide business

process support as a part of their current role.

Early Adapter Coach

Change Partners:feedback and communications channel

between their business unit and the Change

Management team.

Ambassador of Change

Learn about the Changes

Serve as a Liaison

Direct Users to Help Resources

Supporter Listener

Lead User Training

Change Network Roles

• Online Videos

•Financials Overview

•Chart of Accounts (COA) Overview

• Introduction to Worktags

•Reporting

•Overview of Workday

• Core Concepts

•Software as a Service

•Configuration vs. Customization

•Tenant

•Supervisory Organizations

•Roles

•Business Process

•Employee Self Service

•Delegation

• Inbox

Prerequisite Foundational Core Concepts

Additional resources are available at workday.yale.edu

Simplify and standardize processes

Make it easier to get work

doneand harder

to make mistakes

Minimize administrative

work for faculty,

studentsand staff

Lower operating costs and improve

effectiveness

Provide accurate, trusted,

and timely reporting

Workday@Yale Objectives

Design

HR, Academics, and Payroll Go-Live

2015

Timeline

Jul-Sept Oct-Dec Jan-Mar Apr-Jun Jul-Sept Oct-Dec Jan-Mar Apr-Jun Jul-Sept Oct-Dec

Prototype 1 Prototype 2 TestingGo-Live

Financials Go-Live

Address Impacts to Other Yale Systems

HR/Payroll/Academic Optimization

Change Management: Communications, Engagement and Training

Support

2016 2017 2018

Roles

Workday@Yale

9

Multi-Year Budget (Commitment) Roles

Spend AuthorizationEmployee as Self

Multi-year BudgetCost Center Budget

Specialist

Commitment JournalsCost Center Finance and

Accounting Specialist

Custom Commitments

Workday@Yale

Commitments

Key Changes

• Commitments help us manage accounts by committing or reserving funds for future known or expected spending. This process allows us to accurately report on what funds may still be available for use.

• In Oracle, we use Custom Commitments to create commitments for: SubAwards Revenue for Recruitment, Retention or other funding

promises Expenses

Key Changes

• In Workday, we will need to use more then one business process when entering commitments…

SubAwards will now be set up as Supplier Contracts, and will automatically generate a related commitment

Recruitment, Retention or other funding promises will now be setup thru the Multi-year Budget process.

Spend Authorizations, with or without an associated Cash Advance, will automatically generate a commitment.

Expenses and some revenue commitments will now be entered via a Commitment Journal.

Workday@Yale

Spend

Authorization

Spend Authorization - Future State Process Flow

14

Create Spend Authorization

Reviews / Approves

Employee as Self or

Delegate

Cost Center P2P Approver

1K / 10K / Unlimited

Reviews / Approves (over 25K)

Controller

Spend Authorization

Created(Cash

Advanced)

Workday Activity

• The Workday Spend Authorizations is used to…

Request a Cash Advance for travel, or paying study subjects

Request authorization to commit funds

• Spend Authorizations replace today's cash advances.

• Expense reports are submitted against the Spend Authorization (Creation Options)

Spend Authorization – Key Changes

15

Workday@Yale

Commitment

Journals

Commitment Journals

• Commitment Journals can be used to enter expense commitments, including revenue commitments on gifts or endowments...

The Cost Center Finance and Accounting Specialist will create a Commitment Journal Entry and enter the commitment using the same screens they use for Manual Journal Entries.

Commitment Journals

• Differences include…

Will choose the Commitment Ledger rather than Actuals.

Similar to other Journal Entries you will enter a ledger account. All commitments must use Ledger account 20002 Reserve for Spend Obligation.

Commitment Journal Entries will not go through an approval process.

Journal Entries must net to zero using an off-set COA to balance the entry. Each commitment must be entered separately. You cannot explode commitments like Custom Commitments.

The Copy functionality can be used on Commitment Journals.

Commitments will be visible on reports after they are processed, however the burden will not appear until the following business day.

Commitment Journals

• Commitment Journal Entries can only be created in the current open month…

They can be setup to automatically reverse. For example, a May commitment setup today would have an April date, and I would schedule it to reverse on June 1st (the first day in the following open period).

• After fiscal year end close, all open Commitment Journal Entries will reverse.

Commitment Journals

20

DEMO

Workday@Yale

Moveable Equipment

Inventory (MEI)

MEI Roles

22

Cost Center Business Asset

Tracking Specialist

YUGL_MEI General User

Current State Future State

23

MEI: Future State Detailed Process Flow

If purchase includes

composite equipment, and

accessories complete

additional form

Registers Assets

Requisitioner

MEI DEPT

Issue Asset

Business Asset

Tracking Specialist

Deliver MEI tag to Departme

nt

Delivery

System

Affix the Tag,

Update Tag

Affixed Checkbox

Workday Activity

Creates Requisition

24

• All management of MEI will be done in Workday.

• Users will be able to view the invoice for the equipment within Workday.

• When selecting a location for the MEI, the office of the Initiators, usually Principle Investigators (PIs), is auto-populated. Users will review and correct, as required.

• Individuals to whom assets are assigned will receive notifications within Workday.

• Assets must be assigned to a person versus assigning to a department.

• Ability to upload and attach documentation, including photo’s, being explored

Key Changes

• Information in Oracle MEI, Comments tab will not be converted to Workday.

Comments in Workday can be entered in the Description field.

• Policy Change

Depreciation is moving from a monthly estimate to half-year depreciation. The in-

service date begins half a year into the FY that the equipment was acquired.

Effective June 30, 2017, Fabricated Equipment is no longer considered to be an

asset, will no longer be tracked in the MEI system, and will no longer be

depreciated. Fabricated Equipment is still exempt from burden.

25

Key Changes

• Departments will no longer be allowed to assign Capital

Assets/MEI related Spend Categories to lines on a purchase

requests under 5K. However, there will be Spend Categories

for Composite/Accessory Equipment.

For any Composite/Accessory Equipment purchases,

departments will need to submit a form to MEI outside of

Workday and forward to the MEI unit in the Controllers Office.

26

Key Changes

• Capital Assets include the following after they are placed into service…

Capital projects (Land, Buildings, qualifying Fabricated Equipment)

Fixed Equipment

MEI - Equipment whose cost is >5K and has a useful life >1 year

Software Licensing >500K

• A Capital Project is used for…

MEI if it will be debt financed

Qualifying Fabricated Equipment

27

Capital Assets & Projects

• MEI is equipment whose cost is >5K and has a useful life >1 year

• Follow standard Purchasing Process

• Requisition Type = Capital Equipment

• Spend Category = Appropriate MEI Spend Category

28

Movable Equipment (MEI)

29

Composite Asset/MEI

Composite Asset / MEI Accessories / MEI

Composite MEI is when multiple pieces are needed to be put together in order to create a functioning asset

Accessories are defined as parts that are being added to

an asset that is valued greater than 5K . Accessories have

to be purchased at the same time that you are

purchasing the asset with which they will be used.

These parts must be purchased at the same time or within the same fiscal month (some limited exceptions may be allowed if multiple vendors involved or if purchases fall at the end/beginning of the month

Purchased accessories may be valued under or over 5K.

For line items less than 5K use spend category SC417 Equipment – MEI Composite.

For line items greater than 5K line, use the appropriate spend category.

You will be required to complete and submit an MEI form outside of Workday to ensure that all parts will make up one piece of functioning equipment and require one tag.

• Currently Fabricated Equipment is usually…

Grant funded for research/development and is dismantled after research completed

Built on campus

Involves charges for labor and parts totaling >5K

Classified as an Asset, MEI and is depreciated

Charged to an Operating Project

Charged using the Fabricated Equipment Expenditure type Code

Not charged F&A costs

Fabricated Equipment

30

• After July 1, Fabricated Equipment…

Grant Funded Fabricated Equipment will no longer be classified as an Asset, MEI or be depreciated. Current Fabricated Equipment will not be transferred into Workday as MEI.

If you are fabricating equipment that is not funded by a grant, and after it is completed the equipment will provide a benefit and be a functioning asset of the University, then it must be setup as a capital project. Only in these situations is fabricated equipment considered an asset, MEI and is depreciated.

You may still use the Fabricated Equipment Spend Category.

F&A Costs will not be assessed.

Fabricated Equipment

31

• After purchasing your Asset, your department Business Asset Tracking Specialist will be able to:

Issue an Asset to a Worker and Location

Affix a Tag onto an Asset and update the asset record in Workday

Update location or responsible employee

Transfer an Asset between Departments

Dispose of an Asset

Run Asset reports in order to manage all MEI within their Cost Center

32

MEI Management in Workday

33

Issue Asset Task in Inbox

34

Issue Asset to Worker

Workday@Yale

Effort Certification

Key Changes

• Department role is Cost Center Effort Certification Reviewer…

Perform pre-review.

Make changes to effort.

• Routing for pre-review is based on charging in Workday as opposed to the covered individuals home organization.

36

Key Changes

• Updates to effort allocations are initiated within the process…

After approval by the Cost Center Effort Certification Reviewer and Certifier(s), a prepopulated Payroll Accounting Adjustment is generated to record the change.

• Effort Certification “to-do’s” will be routed to your Workday Inbox.

36

Cutover Schedule

Effort Reporting Period

Effort Period Dates System Effort Period ReleaseCertification

Deadline

Graduate Spring 2017 1/16/2017 - 5/31/2017 Maximus ERS 6/9/2017 8/7/2017

Spring 2017 1/1/2017 - 6/30/2017 Maximus ERS 8/1/2017 9/29/2017

Summer 2017 (June Only)

6/1/2017 - 6/30/2017 Maximus ERS 8/1/2017 9/29/2017

Summer 2017 (July & Aug)

7/1/2017 - 8/31/2017 Workday 9/12/2017 11/10/2017

Fall 2017 7/1/2017 - 12/31/2017 Workday 1/22/2018 3/22/2018

Graduate Fall 2017 9/1/2017 - 1/15/2018 Workday 1/22/2018 3/22/2018

Preliminary Cutover Schedule

37

Cutover Preparation

• Proactively review payroll/effort allocations with Principle Investigators (PI’s)….

Utilize BUG101b - Effort Reporting Brio to review covered individuals Spring 2017 effort.

• July 7, 2017 - All suspense charges that are related to effort on sponsored projects must be cleared by this time.

38

Cutover Preparation

• July 21, 2017 - Cutoff for LD distribution adjustment transactions in Oracle...

Labor adjustments to historical payroll after July 21, 2017 will be processed as manual journal entries in Workday.

Manual journal entries made in Workday will not revise effort reports in Maximus ERS.

• Beginning August 1, 2017, certified effort reports in Maximus ERS will be archived and inaccessible for changes.

38

Effort Certification screen shot

38

Workday@Yale

Cut-Off Dates

Cut-Off Dates – Banking & Settlement

CURRENT STATE PROCESS FUTURE STATE PROCESSORACLE/LEGACY

CUT-OFF DATEWORKDAY

START DATE

Petty cash - Treasury window disbursements

Petty cash - Treasury disbursements

6/30/17 7/3/17

Petty cash replenishments for department funds

Petty cash replenishments for department funds

6/19/17 7/5/17

RIF/Cash Receipts Cash Sales 6/30/177/5/17

Cut-Off Dates – Financial Accounting

CURRENT STATE PROCESS FUTURE STATE PROCESSORACLE/LEGACY

CUT-OFF DATEWORKDAY

START DATE

Journal Entries - ISPs and charges to departments

other than your ownJournals 7/14/17 7/5/17

Journal Entries - Non-Self-Support schools and all YSM

departmentsJournals 7/21/17 7/5/17

Journal Entries - Self-Support schools incl. YSM central &

Provost's OfficeJournals 7/28/17 7/5/17

Cut-Off Dates - Payroll

CURRENT STATE PROCESS FUTURE STATE PROCESSORACLE/LEGACY

CUT-OFF DATEWORKDAY

START DATE

LD Schedules - for FY18+ LD schedules

Cost Allocations & Position Restrictions

6/23/17 7/5/17

LD Schedules - for June 2017 LD Schedules

Cost Allocations & Position Restrictions

6/27/17 N/A

Labor Distribution Adjustments (LDAs) Payroll Accounting Adjustments 7/21/17 7/5/17

Cut-Off Dates – Business Assets

CURRENT STATE PROCESS FUTURE STATE PROCESSORACLE/LEGACY

CUT-OFF DATEWORKDAY

START DATEMoveable equipment

inventory (MEI): Additions Assets - MEI 6/27/17 7/5/17

Moveable equipment inventory (MEI): Changes and

DisposalsAssets - MEI 6/21/17 TBD

Cut-Off Dates – Non-Sponsored Accounts Receivable (AR)

CURRENT STATE PROCESS FUTURE STATE PROCESSORACLE/LEGACY

CUT-OFF DATEWORKDAY

START DATE

YSM BMS invoices, adjustments & write-offs Customer Invoices 6/30/17 7/5/17

YSM manual billings for clinical trials (non-BMS) –Last feed from Oncore

Customer Invoices 6/30/17 7/5/17

YSM BMS payment posting (in BMS) Customer Invoice Payments 6/30/17 7/5/17

Cut Off Dates – Procure To Pay

CURRENT STATE PROCESSFUTURE STATE PROCESS

ORACLE/LEGACY CUT-OFF DATE

WORKDAYSTART DATE

Vendor setup / changes (workaround available for urgent requests)

Supplier Request 6/10/17 7/5/17

Requisitions requiring Procurement assistance (over $10K & contracts)

Requisitions 6/6/17 7/5/17

Requisitions not requiring Procurement assistance Requisitions 6/28/17 7/5/17

Purchase Orders Purchase Orders 6/28/17 7/5/17

PO Change Orders Change Orders 6/28/17 7/5/17

Standing Purchase Orders Purchase Orders 6/2/17 7/5/17

Vendor Invoices: Paper and email invoice submissions to AP Supplier Invoices 6/26/17 7/5/17

Vendor Invoices: Internal sub-systems invoice feeds Supplier Invoices 6/27/17 7/5/17

Vendor Invoices: AP Worklist approvals Supplier Invoices 6/28/17 7/5/17

Check Requests: Paper/manualRequest for Supplier Invoice

6/19/17 7/5/17

Check Requests: PandA & internal sub-system P and A 6/27/17 7/5/17

Cut-Off Dates – Expenses

CURRENT STATE PROCESS FUTURE STATE PROCESSORACLE/LEGACY

CUT-OFF DATEWORKDAY

START DATE

Cash Advances Spend Authorizations 6/19/17 7/5/17

Cash Advances - Study subject rolling advance replenishment

Spend Authorizations 4/15/17 7/5/17

Expense reports: Out-of-pocket & P-card charges prior to 6/15

Expenses 6/27/17 7/5/17

P-Card Charges after 6/15 Expenses - P-Card Charges 6/15/17 7/5/17

Cut-Off Dates – Financial Management & Reporting

CURRENT STATE PROCESS FUTURE STATE PROCESSORACLE/LEGACY

CUT-OFF DATEWORKDAY

START DATE

Labor CommitmentsWorkday Payroll Commitments

6/27/17 ~7/17/17

Custom Commitments Commitment Journals 7/28/17 7/5/17

DWH1 - Report schedules Workday Report Schedules 7/28/17 7/17/17

YBT Make It So - for FY18+ Labor Schedules

HELP US FIND A NEW NAME!!!

6/23/17 ~10/15/17

Make It So - for June 2017 Labor Schedules

HELP US FIND A NEW NAME!!!

6/26/17 ~10/15/17

YBT FY17 (PTAEO COA) budget load to DWH

YBT Budget Load to Workday

7/21/17 N/A

YBT FY18 (converted COA) budget load to Workday

YBT Budget Load to Workday

N/A 7/5/17

Salary Over the

Cap

Workday@Yale

Salary Over the Cap

• Workday 28 Feature

• On Assign Costing Allocation task

• If the Award and Award Line are flagged as having a salary cap, the system will prompt for entry of the “Override” charging instructions that will be used to charge salary over the documented salary cap

• Only works for salary caps on grants, not applicable for pension cap

• Tested in UAT, still more testing needed

• Yale requested this feature and Workday is developing it for us.

Answer Questions

Payroll • Mid-period start dates

• Payroll Costing Allocations have this feature to specify specific dates

• Payroll Accounting Adjustments are done by payroll period

Would need to change the “Budget Date” used in the PAA to reflect the Start or End date depending on the reason for the PAA

End date may give error if entering a PAA on a closed grant

PAA validates grant dates based

How You Can Prepare

Begin cleanup activities normally reserved for June - in May• Clean up outstanding expense reports - process new ones quickly• Close inactive PO’s• Clean up labor suspense

Clear Deficit Balances• Clear deficit balances at the award level • Clear deficit balances greater than $25,000 or have approved

plan to carry forward

How You Can Prepare

Share Information:

• Create charging instruction cheat sheets

• Make sure you and your staff attend training

• Review the Business Process maps and videos (Workday@Yale website)

Check anything that will cross systems:

• Run labor schedules through converter

• 1st weekly payroll will run July 3

• Check “over the cap” labor

• Check charging instructions for all Purchase Orders

• Setup New Vendors for Graduation and Reunion events

Thank You

Workday@Yale